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Student Records Office News

Changes with regards to the academic policies and administrative procedures are announced to the university public here or via email. A collection of the most recent announcements/changes made by the Student Records Office can be found below.



New administrative fee for replacing a lost/stolen/damaged CampusCard or Semester Ticket (as of 1st October 2018)

As of 1st October the administrative fee for replacing a lost/stolen/damaged CampusCard or Semester Ticket will change.

The replacement fee will be as follows:

  •     Lost/stolen/damaged semester ticket: 20€
  •     Lost/stolen/damaged CampusCard: 20€


Policy update for Advanced Placement, Transfer Credits, and Non-Academic Achievements (as of 1st September 2018)

Jacobs University awards ECTS credits for Advanced Placement (AP), Course/Module Transfer, Study Abroad (see section 4.3)/Internship, and Non-Academic Achievements .

Advanced Placement Credits
Advanced Placement (AP) credits may be awarded for academic competences acquired outside of formal university-level module work. Advanced Placement credit is conditional on a demonstrated level of competence equivalent to a university-level module regularly offered at Jacobs University. Not all Jacobs University modules are eligible for Advanced Placement. For more details, students should contact the responsible Instructor of Record and their Study Program Chair. Faculty may request students applying for Advanced Placement to pass a formal written examination, which should be offered during the first two weeks of classes. If the student has already registered for a module, he/she can only apply for AP credits for that particular module and withdraw from the module within the drop/add period. Once modules are taken at Jacobs University, they may not be replaced by Advanced Placement credits. Language modules are generally excluded from Advanced Placement.

AP credits recognized by Jacobs University are designated on the transcript as being Advanced Placement modules (AP). In such a case, no grade is assigned.

Transfer Credits
Transfer credits may be awarded for academic module work completed at another university or institution of higher education (e.g., for transfer students or for study abroad). To apply for the recognition of transfer credits, students must submit the Transfer Credit Form, the module syllabi, and an official transcript indicating the modules taken to the Student Records Office. Upon recommendation of the Faculty from the respective field of study, the Student Records Office rules on the acceptance of transfer credits.

Module work completed at other institutions is eligible for transfer credits at Jacobs University if the qualification to be recognized does not differ significantly in content, intended learning outcomes, scope, academic level or quality from the modules offered at Jacobs University. A refusal to transfer credits must be reasoned by Jacobs University. Language modules in the languages taught at Jacobs University are accepted if taken at other universities or at our partner institutes. Credits acquired for languages other than those offered at Jacobs University are transferred if issued by a partner university of Jacobs University

For module work completed prior to enrollment at Jacobs University, students must apply for recognition of transfer credit points during their first semester at Jacobs University. Students who transfer a significant number of credits may be treated as “Transfer students” and be placed into a higher semester of their study program.

For module work completed elsewhere while being enrolled at Jacobs University (i.e., during the semester breaks or study abroad), students must apply for recognition of transfer credit within one semester after the achievement.

Non-Academic Achievements
Non-academic competences acquired outside of the higher education system may be recognized for up to half of the credits provided for the modules offered, provided that the acquired knowledge and skills are equivalent in content and level to the modules they are intended to replace. Equivalence is given if the content, scope, and requirements essentially correspond to those of the intended study program at Jacobs University, to which the credits are to be applied. Students must apply for the recognition of Non-Academic Achievements during their first year of study.


New regulation for excuse from academic obligations. All students (as of 1 Sept 2018)

Students may be excused officially by the Student Records Office from taking examinations or from attending mandatory class/lab sessions for the following reasons only:

Illness or personal emergency:
Illness must be documented with a sick certificate issued by a qualified physician. This certificate needs to verify the date and time of the in-person visit occasioned the confirmation that the student is unable to fulfill his/her academic obligation (either attend class/lab or take the examination). The university reserves the right to request a second medical opinion. Other emergencies must be appropriately documented in writing. Sick certificates and documentation for personal emergencies must be submitted to the Student Records Office by the third calendar day from the beginning of illness/of the emergency. Please note that these three days include the first day of the illness/of the emergency. If the third calendar day is a Saturday, Sunday or a public holiday, the deadline is extended to the next working day. If students submit a sick certificate after the deadline, an excuse may be issued, when applicable, only for the submission date and the two calendar days preceding it. Predated or backdated sick certificates i.e., when the visit to the physician takes place outside of the documented sickness period will be accepted provided that the visit to the physician precedes or follows the period of illness by no more than one working day.

Excursion in a mandatory module:
Excuses due to excursions in mandatory modules will be sent out by the Student Records Office as early as possible after the drop/add period each semester.

Regardless of the reason for their absence, students must inform the Instructor of Record before the beginning of the examination or class/lab session that they will not be able to attend. The day after the excuse ends, students must contact the Instructor of Record.

Students have the right to take one make-up exam within the deadline for students to submit materials for incompletes as published in the Academic Calendar. Failure to do so will lead to a continued incomplete of the module until the missing requirements are fulfilled or definitively failed.

Students who go on an optional excursion or participate in events of importance to the university may ask the Student Records Office to issue a recommendation for an excuse. Requests for recommendations must be made via email well in advance of the event or the class trip. The decision whether to excuse the student rests with the Instructor of Record.




Changes in administrative fees (as of 1 February 2018)

January 22, 2018

Dear Students,
Please find below a list of changed administrative fees, valid as of February 01, 2018.

New Campus Card replacing lost/stolen/damaged card - 30€.
New Semester ticket replacing lost/stolen/damaged ticket - 30€.
Diploma Duplicate - 25€.

For the requests submitted via our online forms before this date, the old prices will apply.


CLASS OF 2018 and 2019: IMPORTANT: New Pass Option and New Reassessment Option

December 14, 2016
The Education Advisory Panel has developed during the past months a proposal for the pass/reassessment option, which has been approved in the Academic Board meeting on December 13th 2016. The Pass Option and Reassessment Option become effective immediately, such that we take the opportunity to inform you swiftly about the important additions to the policies.

In detail, the following paragraphs 4.5 and 4.6 will be added to the Policies for Bachelor Studies. The current entries 4.5 and 4.10 will be adjusted to 4.7 to 4.12 respectively. This is directly applicable for the Class of 2019 and the following classes.

4.5 Pass Option
Students may request, upon consultation with the Academic Advisor, for the grade of one passed CHOICE module to be excluded from the calculation of the GPA and to be replaced by a ‘P’ (for pass) on the transcript under the following conditions and limitations:

  • No more than one Pass Option may be applied during the entire undergraduate degree program.
  • The Pass Option may not be applied on a failed module.
  • The Pass Option can be applied at any point before graduation, but for all internal grade-based evaluations (e.g., standing for study abroad application, President’s list eligibility) the actual grades in the module will be considered.
  • Once applied, the Pass Option cannot be reverted into a grade or reassigned to a different CHOICE module.

4.6 Reassessment Option
Students may opt to have the result of a final examination reassessed under the following conditions:

  • Only two reassessment options are available during the entire undergraduate degree program
  • Only final examinations taken during the first year of study are eligible for reassessment and only courses from the following modules are eligible: CHOICE, Methods, Languages, Skills
  • Students must inform the IoR and the Student Records Office that they opt to have the result of the final examination reassessed no later than 10 working days after the publication of the final course grade. The request is binding and cannot be revoked.
  • The IoR decides on the appropriate format and length of the reassessment and schedules it. Students must inform themselves about all reassessment formalities.
  • The result of the reassessment will replace the previous final examination grade and will be counted towards the course grade that appears on the transcript. This applies also when the reassessment leads to a failing grade in a module that had previously been passed.

Students who started their Bachelor studies in 2015 (Class of 2018) will have full access to the Pass Option, but would not be able to apply the new Reassessment Option as they have missed the aforementioned deadlines. The Class of 2018 has a different variant of the reassessment option from the preliminary policies for the academic year 2015/2016 in place which has been communicated previously and which has been archived in the “News” section of our Student Records Office website (see below). However, since the reassessment option is now offered to the Class of 2019 and subsequent classes, we will once more encourage Faculty to also accept late applications for reassessment of first-year final examinations for students from the Class of 2018 on the basis of the reassessment possibility from the preliminary policies.


CLASS OF 2018: Slides from 2nd Year Students Info Session (7 November 2016)

November 8, 2016


CLASS OF 2018: Pass and Reassessment Option

October 14, 2016
This email was sent to all students in the Class of 2018 from the Student Records Office on behalf of Dean Nau:

Dear Class of 2018,
As announced by Dean Nau in our feedback and information session on September 28th, we send you in the following more details on the state of affairs regarding the pass option and the reassessment option:

On August 24 the Academic Board approved the current version of the Policy for Bachelor Studies ( Provided that the topics pass option and reassessment option remain on the agenda, they will be discussed in the Education Advisory Panel (EAP), and will be run through a legal check.

Hence, the current version became valid as of September 01, 2016 and now supersedes the preliminary version of the Policy for Bachelor Studies under which you started your studies in September 2015.

As decided by the Academic Board, the Education Advisory Panel (consisting of faculty, student and admin representatives) continues to work on a proposal for the pass/reassessment option. For further questions regarding this process, please address to your student representatives in the EAP (Victor von Koslowski, Sergi Drago Gonzales, Jonathan Laetsch).

To bridge the gap until the proposal will be submitted, we would like to inform you that the following option from the preliminary policy will remain to be applicable for you, which has also already been executed during the past study year:

“Instructors of Record may offer a make-up examination to students who have failed the final examination. The result of the make-up examination will be counted towards the course grade.” Please note: In order to differentiate between make-up exams handed out for exams missed for medical or other academic reasons, this option has been subsequently referred and discussed within the EAP as “re-assessment option” for exams and courses. It is at the discretion of the course instructor whether a make-up (re-assessment) will be granted. Please directly contact the course instructor in order to clarify the make-up (re-assessment) modalities.

Best regards,
Student Records Office
also on behalf of Dean Nau,  Dean of Undergraduate Education

Rules and Regulations for PhD Studies

September 14, 2016
The  new PhD Policies can now be found on the university’s website. These policies are valid for all students starting their PhD studies on or after September 1, 2016.

We would like to draw your attention to some changes with regards to the policies and procedures related to PhD studies:

Admission and Enrollment
The new policies outline the conditions under which students holding a Bachelor degree may be admitted to PhD studies (see 3.1.).

Dissertation Committee
The requirements that external members of the Dissertation Committee must fulfil have been complemented: “External members are professors from other universities or researchers with comparable level of scientific expertise in the respective field of research holding a PhD degree.”

The new policies do no longer ask for two internal members of the Dissertation Committee prior to the PhD Proposal Defense. Instead the Dissertation Committee must consist of at least the Chair of the Dissertation Committee and one further regular member (i.e. one further internal member or one external member).

PhD Proposal
With regards to the evaluation of the PhD Proposal the following rules apply: Instead of submitting individual evaluation forms and reviews, the Dissertation Committee members who are present during the Proposal Defense must sign one joint evaluation form indicating acceptance or rejection. In case of disapproval the committee members must state whether the student may revise and resubmit the PhD Proposal. The Chair of the committee is responsible for submitting the completed form and a detailed review of the Proposal and the Proposal Defense to the Student Records Office within two weeks after the presentation.

PhD Thesis
According to the new policies, every PhD thesis that is submitted for evaluation must include a list of publications and conference contributions of the student.

While students used to be eligible to read but not to copy the reviews of their thesis, they may now receive hard copies of the reviews provided that the respective reviewer agrees.

A new paragraph describes the consequences of detected plagiarism: “In case of detected plagiarism the evaluation process is stopped and the Dissertation Committee meets to review the case. If the suspected plagiarism is substantiated, the Thesis may not be resubmitted.”

PhD Thesis Defense
As of September 1, 2016, minutes must be taken during every PhD Thesis Defense. A template will be sent to the Chair of the committee prior to the Defense and he is responsible for submitting the minutes together with the completed Defense Evaluation Form to the Office for Doctoral Education.

Publication of the Thesis
The regulations for the publication of a cumulative thesis through the IRC have been specified: “The introduction, the discussion and all articles that are not yet published at the time of the publication of the PhD Thesis must be published through the Information Resource Center. The PhD student is obliged to hand in proof that the remaining articles have already been published elsewhere.”

Conferral of the Degree
Regulations for revoking a PhD degree can be found in section 4.5. of the new policies.


Regulations for failed or incomplete modules/courses (2nd year undergraduate students)

August 31, 2016
As of tomorrow, the new policies valid for the following academic year will be online on the university’s website. We want to draw your attention to some important matters regarding failed/incomplete coursework, some of which are procedural and therefore not included in our policies.

Students who have failed an entire module (CHOICE or Skills) in the previous academic year, i.e., earned a module grade of 4.67 or 5.00.
One important change applies to you: A failed module (and a failed course within a failed module) does not necessarily need to be retaken in its entirety in order to be passed. Here is the text of the updated policy:

“In general, retaking module exams is only possible for failed modules (F) or audited modules (A).

In order to retake module exams, the student has to apply to the Student Records Office to be registered for the exam(s). The student has to contact the module coordinator in order to clarify the retake modalities. Module exams may comprise course exams, course retakes, or entire module retakes. It is at the discretion of the module coordinator to specify which parts of the module exam(s) shall be retaken in order for the student to be able to pass the module. Modules are finally failed after three unsuccessful attempts at passing them (one initial attempt and two module exam retakes). The last module grade achieved will count towards the GPA and appear on the transcript. The previous module grade will be deleted from the transcript. This regulation also applies if the module grade of the retake is worse than the previous result.”

Please do not register for courses from failed 1st-year modules under the Further Courses area (if you have done so already, please cancel those registrations by September 1st). Instead, please contact the Module Coordinator to clarify the retake modalities and then contact the Student Records Office to be registered for the relevant module exam.

Students who have failed a course within a module, but not the entire module
Just like before, retakes for failed courses within passed modules (or within continuous Jacobs Track modules that are not yet completed) are not foreseen. Please do not register for failed courses from passed 1st-year CHOICE modules or from continuous Jacobs Track modules that are not yet completed. If you have done so already, please cancel those registrations by September 1st.

Students who have an incomplete CHOICE module due to not taking all courses within that module
If your schedule allows it, please register for those 1st year courses you have missed under the Further Courses area. We will see to it that these courses are retroactively included in your CHOICE modules.

If the first-year courses overlap with second-year courses, please contact the Student Records office. If you are not able to take these courses in your second year, you will most likely have to choose Campus Track in your third year and take them at that time.

Students who have an incomplete CHOICE module due to incomplete coursework in one or more of the courses
Students must then submit any incomplete coursework within the deadline for submitting incomplete coursework: September 15th, 2016.

If the missing coursework is not submitted by the deadline, the Instructor of Record will treat that part of the course requirements as not having been met and issue a grade for the semester accordingly. Discretion concerning what coursework may be appropriately turned in late—and therefore discretion over whether to permit an incomplete grade—rests with the Instructor of Record. The Instructor of Record may not extend the incomplete deadline.